Because our staff accomplish work for the Law Center using electronic devices (e.g., personal computers), we may provide our staff with electronic devices that have sufficient functionality to make them suitable for work purposes.  Any electronic devices provided to our staff remain the property of the Law Center and must be treated with care to prevent damage, especially from spills, or theft. Law Center owned computers or other electronic devices must be returned to the Law Center on or before the staff member’s last day of employment. 

We recognize that many staff prefer to use their own computers or other electronic device to perform their work for the Law Center.  To accommodate this preference, the Law Center makes a specifically-calculated reimbursement to staff who purchase their own electronic devices and use them for both personal and work purposes.  

Reimbursement for staff using their own computer

The amount of reimbursement for a staff-owned computer is calculated by the Office Manager every two years based on the approximate cost of a computer with sufficient functionality to perform Law Center work. For reimbursement sought during the years 2025 the calculated reimbursement amount is $750. If staff purchases (or pays to repair)  their own computer at a cost higher than the amount of reimbursement allowed under this policy, staff will bear the extra expense for upgraded staff-owned computers that have features which may be convenient, but are not necessary for Law Center work. Staff will be entitled to seek this calculated reimbursement for the purchase or repair of a staff-owned computer that is used for Law Center work every five years.  If a staff-owned computer malfunctions before the five year period expires, staff are welcome to use a Law Center-owned computer until their next open reimbursement window. Alternatively, staff may choose to purchase a new staff-owned computer (or repair their computer) during the five year period, and wait to seek reimbursement for that purchase (or repair) until their next reimbursement window opens. The reimbursement window opens every  five years. The 5 year period starts on the date that staff member last submitted a request for this calculated reimbursement. 

Reimbursement for staff using their cellphone for Law Center work 

The amount of reimbursement for staff who use their own cell phone for Law Center work is $10 per month. If a staff member chooses to have a google voice number provided to them, the cost of providing them that number will replace this reimbursement amount. Effectively, those who request and are provided with an organizational number are ineligible for cellphone reimbursement. 

HOW TO: Request Electronics Reimbursement 

Staff requesting a computer issued and owned by the Law Center under our Electronics Provision/Using Your Own Device Policy, should email the Office Manager to request the required electronic device(s) needed for work purposes.  The Office Manager will provide you with an existing spare computer or if a spare is not available, will purchase a computer from TechSoup or other source. 

Staff who own a personal computer and prefer to use their own computer for work purposes may seek the calculated reimbursement amount allowed under our Electronics Provision/Using Your Own Device Policy by using this process:

1. Submit your request and receipt to admin@theselc.org.

2. Submit reimbursement request via Expensify

3. Office Manager will determine the reimbursement amount (which is $750 for reimbursement requests submitted in 2025) and facilitate the reimbursement.

Staff who want to request a Google Voice number:

1. Submit your request to admin@theselc.org so our Admin can create a Google Voice license and phone number to your @theselc.org account. Let Admin know if you want a different area code than a (510) area code. (See Assign Voice licenses to users - G Suite Admin Help for more info.)

   • Please let Admin know if you are currently receiving a cell phone reimbursement. If you request a Google Voice number you are ineligible for the cell phone reimbursement. 

Staff who use their personal phone for work purposes and have not requested an organizational phone number (currently  google voice number) may seek the calculated reimbursement amount allowed under our Electronics Provision/Using Your Own Device Policy by using this process:

       1.  Submit your cell phone bill at the beginning of each calendar year to admin@theselc.org - the benefit will be automatically added to your taxable benefit amount via your paycheck.

(AC/FC)

Update log:

• Updated January 8th, 2021 to include google voice option on cellphone reimbursement and the process for doing so.